Office Administrator

Davis Wright Tremaine LLP•New York, NY

5d•$185,000 - $265,000•Hybrid

About The Position

This is an exciting opportunity to work for one of the top law firms in the U.S.! Davis Wright Tremaine LLP is looking for an Office Administrator to join our team in our New York office. We offer a hybrid work engagement with one day of remote work, and four days in-office. The Office Administrator manages and oversees daily operations of the New York office with 90 attorneys and 60 paralegals and professional staff. This position will have the opportunity to have a significant impact on the organization for a professional dedicated to providing topnotch service while building and maintaining a diverse environment in which lawyers, paralegals, and professional staff can thrive. The role blends direct staff supervision with management of operations, administration, facilities, events, and hospitality, and requires the ability to quickly adapt to evolving priorities and demands. The Office Administrator also supports effective change management by helping attorneys and staff navigate new initiatives and operational changes, fostering clear communication and collaboration across the office. The ideal candidate demonstrates exceptional energy, commitment to service excellence, and strong leadership in managing and developing a diverse support staff team. At Davis Wright Tremaine, you will find challenging assignments, opportunities for professional growth and community involvement, and a culture of inclusion. DWT fosters inclusiveness and authenticity. Regardless of position, everyone here has a voice and the support is unparalleled.

Requirements

10+ years of leadership experience in staff supervision and management in a professional services environment; large law firm experience preferred
College degree preferred, preferably in management, business, organization development or Human Resources
Highly professional and organized with a strong hands-on customer service orientation
Business acumen must include uncompromising integrity, sound leadership experience, and the ability to effectively manage change
Proven experience leading and supporting change management initiatives, including guiding attorneys and professional staff through operational, cultural, or process changes and fostering alignment across teams
Willingness and ability to adapt one’s management and communication styles based on the situation and audience
Excellent emotional intelligence, interpersonal and communication skills (oral and written), professional demeanor, and presentation
Commitment to diversity, equity and inclusion among all internal and external stakeholders of the office
Analytical with strong problem-solving and decision-making skills, takes initiative and uses good judgment, excellent listening and follow-up skills
Proven success in working well, being influential, and communicating effectively with senior leadership and staff, including presenting ideas in a clear, succinct manner
Highly motivated with the ability to manage multiple priorities, deliver on-time work products, and move projects along with minimal prompts
Adapt to a fast-paced, high-pressure environment to achieve business goals and objectives
Strong attention to detail
Experience with use of technology tools (e.g. Document management systems, MS Teams, invoice management systems) for management of workflow, communication, and collaboration

Nice To Haves

large law firm experience preferred
College degree preferred, preferably in management, business, organization development or Human Resources

Responsibilities

Manage all office operational functions including delivery of support services by Managers, Legal Assistants (secretarial), Concierge Staff and Office Services (reception, mail, document reproduction and hospitality)
Supervise all administrative areas, provide professional staff with ongoing guidance, direction, and feedback to ensure a productive, professional, and motivated team
Analyze operations and identify areas for process improvement and manage process improvement projects. Develop documentation to support long term operational consistency and resilience. Determine need for restructuring or changes in work reallocation to properly support clients, attorneys, staff and the culture of excellence. Ensure consistency of workflow, timeliness of projects, and the most economical and efficient use of resources available for completion of work
Support and facilitate change management initiatives within the office, helping attorneys and professional staff adapt to new processes, operational improvements, and firm initiatives while promoting clear communication and collaboration across teams
Coordinate and oversee on-the-ground Human Resources functions including participating in the interviewing and hiring of professional staff, conducting new hire orientation, conducting bi-annual performance reviews, managing employee relations, salary adjustments, discipline, and separation from employment, and performing other duties as needed; liaise and report in real-time to Human Resources team on employment performance issues
Assist in budget preparation and forecasting, including salary budget and increases. Monitor and manage office budget throughout the year, including controlling expenses appropriately and performing periodic variance analysis
Work with team to plan and assist with regular client, partner/C-Suite, and officewide events
Oversee facility maintenance; serve as liaison with local property management and working with building personnel and appropriate internal contacts
Coordinate with firm-wide and global administrative operations team and work on projects and initiatives which enhance service delivery firmwide
Anticipate and facilitate New York office contributions to the firmwide strategic plan
Support to Office Partner-In-Charge
Work closely with Partner-in-Charge in planning and execution of office-related initiatives, programs, and meetings involving attorneys and staff
Seek opportunities to reduce the administrative load on the Partner-in-Charge by providing quick, concise, and accurate information while also anticipating their needs
Collaborate with Partner-in-Charge regarding resolution of issues involving attorneys and staff
Provide support with attorney programs or initiatives as requested
Collaborate with Partner-in-Charge and participate in activities aimed at elevating the office’s profile and brand and enhances and supports the office and firm culture